2008 Browncoat Ball - Bid Guidelines

The Inaugural Browncoat Ball (BCB) was held in Chicago in 2004, with the goal of establishing an affordable, annual, non-profit event created for fans by fans, capable of bringing Browncoats from geographically diverse locations from all over the world together to celebrate Firefly, Serenity and our fabulous fandom. The Browncoat Ball has been held in San Francisco in 2006, Philadelphia in 2007, and will be hosted by the Austin Browncoats in 2008.

Hosting the Browncoat Ball is a labor of love. While the central BCB Committee will share planning materials and tips and offer assistance in the fundraising and promotional process, the local 2009 host committee should respect the fact that it is hard work to host a successful ball, but it is extremely rewarding.

Applications for hosting the 2009 Browncoat Ball should be completed and e-mailed to (with "BCB Proposal" in the subject line) by [__PENDING__]. The Browncoat Ball Committee will review the proposals and announce a final decision by [__PENDING__].

Serious applicants should send a proposal with the following information:

• A statement from the group about why it would like to host the 2009 Browncoat Ball.

• Proposed dates for the event (a non-holiday weekend in August, September or October).

• Proposed location, including the city and, if possible, a specific hotel that would have reasonable rates and at least 20-25 rooms available for the proposed dates.

• Estimate on the total cost of a ballroom/banquet facility that has availability during the proposed dates, including room rental and catering. Financial details for the 2004 and 2006 Browncoat Balls are available for reference.

• A list of 3-5 additional Firefly/Serenity ’verse-themed activities that could be done at or near the Browncoat Ball site and an estimate and explanation of the costs associated with these activities (for example, transportation to and from the event, admission fees, food charges, decoration costs). Think creatively! Some of the best activities cost very little, can be tied in easily with the Firefly ’verse and don’t require a ton of planning. For example, the 2004 Browncoat Ball included a Chinese Welcome Dinner and Tea Ceremony, the Train Job Luncheon on a privately rented commuter train and an Afternoon in the Core with suggested activities around Chicago. Additional details of the 2004 and 2006 Browncoat Balls are available for reference. The sky is the limit! This can be more of a brainstorming list of possible activities rather than a final list.

• Additional transportation details such as how far the BCB site is from a major national/international airport, what transportation options exist to and from the airport and how much they cost, and how far the site is from other major cities within driving distance. Please take into consideration the availability of accessible options for Browncoats with disabilities for all aspects of the event.

• Total estimate on the operational costs (not including lodging and airfare) and estimate of ticket cost (we suggest between $100 and $150), including possible options for different event packages.

• Coordinating Committee: A tentative list of 5-10 people willing to:

  • Make facility reservations and coordinate event planning

  • Register guests

  • Promote the event, including Internet updates, newsletters and invitations

  • Be the webmaster for the 2009 website. (If no webmaster available, the BCB Committee can maintain the web site, but the 2009 hosts must be willing to provide/edit/review the text for the web site.)

  • Handle incoming and outgoing money and create and work within a budget (treasurer). This is extremely important as the 2008 hosting committee will bear the financial responsibility if the event goes over the budget. The Browncoat Ball Committee will provide financial summaries of the prior events to the 2008 hosts to give you an idea of what you can look forward to with regards to expenses, although the cost of the event will vary depending on the location. You are then required to provide a similar financial report to reflect how your event was managed, so future events can learn from your experiences as well.

  • Commit to approximately 3 or 4 conference calls or conference chat sessions with the Browncoat Ball Committee so all parties can be sure things are still on track and to discuss any major changes, if any.

  • Make sure that at least two 2009 coordinating committee members live/work near the site being proposed.

• Contact information, including name, e-mail address and evening phone number for one member of the coordinating committee who will serve as a contact for notification purposes. (The Browncoat Ball Committee will in turn provide the 2008 hosts with contact info for consultation purposes.)